This page details the steps and functionalities for performing bulk edits on MARC instance records in FOLIO, covering processes from identifying records to reviewing logs of completed bulk edit jobs.

What is MARC instance?

An A MARC instance record is considered as a MARC instance if its an instance record whose source is set to MARC. Typically, MARC instances are mostly imported into FOLIO by via Data import or by edit using Import or added in QuickMarc. In addition, to a copy of the record in FOLIO inventory storage, the MARC instances have also a MARC record stored each MARC instance has both an inventory record and a corresponding MARC source record in source-record storage that is . To view the MARC source of truth for the record. The MARC source record can be viewed record, select "View source" from the Actions menu in the Inventory app by selecting “View source” option in the Actions menu:

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During Bulk edit, both FOLIO and MARC versions of the record will be updated based on the existing default MARC to Instance mappings.

Identifying MARC instances for bulk edit job

Bulk edit of instance records MARC instances for bulk editing can be triggered identified by building a query within the Bulk edit app or by submitting a file with a list of records identifiers ( UUIDs and or HRIDs).

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Building a query

To build a query, the user needs to navigate to the Bulk Edit app’s Query tab in the Bulk Edit app, select choose "Inventory - Instance" as the record type, and click the "Build Query" button.

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In the query builder form, once the query is built and tested, clicking the "Run Query" button retrieves the entire list of matching records in bulk editon the Bulk edit’s preview form:

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Submitting a list of UUIDs

A list of instance record UUIDs can be generated from an Inventory search results by exporting the UUIDs of records that match the search results:

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After downloading the file with instance UUIDs is generated and saved locally, it can be used to initiate a bulk edit job by selecting "Inventory - Instances" as the record type and "Instance UUIDs" as the record identifier:

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Editing Administrative data

As of In the Ramson Ramsons release, Bulk edit supports editing modifications to the following the administrative data for instancesInstance records:

• Administrative notes

• Staff suppress

• Suppress from discovery (allowing to also suppress linked holdings and items)

Administrative data for both MARC instances can be edited the same way as for FOLIO instances by selecting “Instances and Administrative data” option from the Actions menu, under “Start bulk edit”:

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Selecting “Find (full field search)” action will allow users to enable either remove removing a note with the matching text or replace replacing it with new text:

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Editing Staff suppress and Suppress from discovery flags

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Editing 5xx and 9xx MARC instance fields

MARC instances can be edited by selecting “Instances This functionality, currently a Proof of Concept, allows users to add, append, or remove fields in the 5xx and 9xx range. Select "Instances with source MARC (POC)” option from the Actions menu, under “Start bulk edit”:" in the Bulk Edit menu, then specify field updates as needed.

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In the Bulk edit form, users will be able to can add a new field, append additional subfields or remove all specified fields:

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Selecting “Find (full field search)” action allows users to append enables appending a new subfield to the field with matching text, remove the entire field, remove the subfield or replace the matched text with new text:

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Previewing changes

Before committing the changesAfter making edits, users can preview them on the proposed changes in the "Are You Sure?" form, where the changes are displayed. The table will be populated with Inventory data based on the existing MARC-to Instance mappings. The entire MARC records with the proposed changes -Instance mapping is displayed, and the modified MARC records can be downloaded in .mrc format for further review by clicking the “Download preview in MARC format” button:

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Once the changes have been committed, a green banner will indicate the number of updated records. Users have the option to download these records in .csv format when editing FOLIO instances and in .mrc format when editing MARC instancesmrc format from the Actions menu.

In the event that errors are encountered during the saving process, these errors will be displayed on the screen within a separate "Errors" accordion. Furthermore, the details of these errors can also be downloaded in .csv format for review and analysis.

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Reviewing logs of completed bulk edit jobs

For completed jobs, the Logs tab allows users to access the files generated during the bulk edit processUpon completion, logs of the bulk edit job are available in the Logs tab. By default, these files logs are retained for 30 days , but this duration and can be configured. The files can be used for troubleshooting or for reverting changes if necessaryErrors, if encountered, are shown in the "Errors" accordion and can be downloaded in .csv format for troubleshooting.

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Recordings

Note that the The following recordings do not have audio.demonstrate bulk editing MARC Instances (no audio):

Bulk editing MARC Instances by building query

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